Privacy Policy & Compliance Guidelines

Last Updated: June 14, 2026

Learn how our Kwickbot platform collects, processes, and secures store customer data, and how to remain compliant with WhatsApp Business policies.

1. Data Collection & Usage

Our platform connects to merchant stores (Shopify, WooCommerce) to sync order details and facilitate customer support. We collect and store:

Store Admin Data: Name, email address, password, Meta Developer credentials (Access Token, Phone Number ID, Business Account ID).
Customer Data: Name, phone number, email address, shipping address, and order transaction details synced from connected platforms.
Conversation Data: Text messages and interactive button responses sent to or received from customers via WhatsApp.

2. Legal Basis for Processing Customer Contacts

Why is it lawful to view and store customer contacts?

Under major privacy frameworks (such as GDPR, CCPA, and DPDP Act), storing and using customer phone numbers and emails for order processing, shipping updates, and customer-initiated support falls under Performance of a Contract and Transactional necessity. This data is private and accessible only to authorized store admins.

3. WhatsApp Consent & Meta Compliance Rules

To protect your store from getting flagged or banned by Meta, you must follow these compliance guidelines:

💬 Transactional Messages (Allowed)

Sending order confirmations, tracking details, shipping updates, or answering customer inquiries does not require explicit prior marketing opt-in, as it is classified as utility/transactional communication.

📢 Marketing Messages (Opt-In Required)

Sending abandoned cart recovery reminders, discount coupons, or promotional broadcasts requires prior customer opt-in. Your storefront checkout page must have a checkbox or notice consenting to receive updates on WhatsApp.

4. Pricing & WhatsApp Business API Cost Structure

Understanding the cost breakdown of running Kwickbot:

Charge Type	Paid To	Details
Subscription Plan	Kwickbot	Flat monthly software hosting fee (e.g., $29/mo or $79/mo) for bot logic, dashboard controls, and server maintenance.
AI Token Usage	Kwickbot	Gemini LLM token consumption. Starter plans include a generous quota; additional tokens are billed based on use.
Meta API Charges	Meta (Facebook)	Billed directly by Meta via credit card linked to your Meta Business Manager. Charged per 24-hour conversation window: Service (User-initiated chat): First 1,000 conversations each month are FREE. Utility (Order tracking, updates): Low transactional fee per conversation window (e.g., ~₹0.30 in India). Marketing (Cart reminders, broadcasts): Higher fee per conversation window (e.g., ~₹0.72 in India).

5. Data Security & Storage

We implement industry-standard AES-256 encryption to secure your Meta Developer API access tokens in our database. Customer records are strictly isolated using multi-tenant database keys and are never shared across merchants or used to train third-party AI models.

6. E-Commerce Integration Prerequisites & Compliance

For Kwickbot to successfully sync order details and verify customer identities for automated WhatsApp tracking, your store must be properly configured:

🛍️ Shopify Integration Requirements

API Scopes: The Custom App must have read_customers, read_orders, and read_all_orders enabled.
Protected Customer Data: You must explicitly configure access to Customer name, Customer email address, and Customer phone number in your Shopify App Configuration.
Shopify Plan Limitations (PII Data Access): Under Shopify's platform customization policies:
- Basic Plan ($39/mo): Restricted to Limited data access (no PII). Shopify completely redacts customer contact details.
  - No Automated Notifications: Because the customer phone number is missing, the system cannot send automated WhatsApp confirmations, invoice bills, tracking alerts, or recovery reminders.
  - Kwickbot Only: The merchant still gets the AI chatbot widget/live chat support, and customers can manually type in their order numbers (e.g. #1008) to track order status.
- Shopify ($105/mo), Advanced ($399/mo), and Plus ($2,300/mo) Plans: Granted Full data access. All customer details are successfully shared with the Custom App, enabling automated phone-number-based lookup and direct automated WhatsApp notifications (confirmations, bills, shipping updates, etc.).

🛒 WooCommerce Integration Requirements

REST API Keys: You must generate a consumer key and consumer secret with Read or Read/Write permissions under WooCommerce Settings.
SSL Certificate: WooCommerce REST API endpoints require a valid HTTPS connection to securely sync orders to our platform.